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HomeMy WebLinkAboutCC Res 3094 1981-08-24 I I I RESOLUTION NUMBER ~~~ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEAL BEACH, CALIFORNIA. RESCINDING RESOLUTION NO. 2807 AND ADOPTING A TRAVEL POLICY FOR THE CITY OF SEAL BEACH. WHEREAS, there exists a need to set forth a policy which governs reimburse- ment for travel expenses; and a policy is also necessary to describe certain procedures concerning travel authorization, documentation and accounting; and WHEREAS, the City's objectives are to allow travel arrangements that conserve travel funds and provide a uniform policy for all employees. elected and appointed officials of the City of Seal Beach. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEAL BEACH DOES HEREBY RESOLVE AS FOLLOWS: WHEREAS, Section 1. Policy Statement. (1.1) The purpose of these regulations is to set forth the p01icies governing reimbursement for travel expenses and to describe certain procedures concerning travel authorization, documentation and accounting. The City's objectives are to allow travel arrangements that: a. Conserve travel funds; and b. Provide a uniform policy for all employees. "Employee" shall mean all elected and appointed officials of the City of Seal Beach. (1.2) With the exception of emergency trave1 authorizations by the City Manager. all travel must be financia11y underwritten in the annual approved budget and any amendments thereto. (1.3) Emergency trave1 shall be defined as that which involves an unforeseen situation that must be handled immediately. (1.4) An employee is expected th show good judgment and proper regard for economy in incurring travel expenses as he/she normally would if he/she were traveling at his/her own expense. (1.5) The City Manager is encouraged to use his/her best judgment toward main- taining strict economy in travel expense. Particular attention should be given to: a. Authorizing travel only when needed. b. Maintaining a proper control to ensure that employees are not in a travel status longer than necessary. c. Designating the most economical method of travel. d. Controlling attendance at conventions, conferences, meetings of professional associations, etc. Section 2. Transportation. (2.1) Air Travel. Reimbursement shall be limited to economy or coach fares where such services are available, The latest rates as supplied by the various carriers will be used in computing all transportation expenses. (2.2) Rail/Bus/Motor Vehicle Travel. (General) The maximum payable transportation selected, shall not exceed the actual round trip cost of coach air fare for said trip. (2.3) Motor Vehicles (City Owned). Receipts for expenses for gasoline. oil, tolls, parking, repairs, towing. storage and other expenses will be required. Out-of-state travel or that outside of the Los Angeles-Orange County Metropolitan area must be approved in advance by the City Manager. I I I ~ . Resolution Number ~~ (2.4) Motor Vehicles (Privately Owned). Mileage allowances as established by Council Resolution from time to time will be permitted for the most direct route. Where two or more individuals travel in the same vehicle. the mileage allowance is given only to one individual. The mileage allowance shall not exceed the cost of coach air fare as set out in Section 2.2. (2.5) Motor Vehicles (Rented). A traveler may cont~t for car rental with prior approval of the City Manager when such rental will serve the best interests of the City. Car rental may be authorized when such rental will be less expensive than limousine or taxi fare or when use of the car permits the traveler to accomplish the purpose of the trip in a more efficient manner. (2.6) Taxicab, Bus and Subway Charges. Reasonable charges, including tips, will be allowed. When air travel is approved. airport buses or limousines should be used whenever possible instead of taxicabs to and from the airport. Section 3, Lodging. (3.1) Per diem lodging allowances shall be established by the City Manager using comparable area rates in conformance with the Federal travel regulations as published in the Office of Management and Budget Circular A-122 Federal Register. (3,2) Hotel and or motel lodgings should be reserved well in advance whenever possible and should be within a reasonable distance from the site of the official meeting place. Section 4. Meals. (4.1) Per diem meal allowances shall be in conformance with the Federal travel regulations as published in the Office of Management and Budget Circular A-122. (4.2) Where prices of tickets to conference meals exceed the per diem individual meal limits, the applicable meal and daily limit shall be increased by the excess amount. (4.3) No reimbursement above the per diem allowance will be made unless receipts for such expenses are presented and subsequently approved by the City Manager. Section 5. Miscellaneous Expense. (5.1) Fees, Registration, Dues. The City will bear the cost of fees, registration. dues and other registration expenses. Such expenses must be verified. when possible, by a program or bulletin setting forth such costs. (5.2) Telephone/Telegraph Charges. Charges for official telegrams and long distance calls within reasonable amounts will be permitted. Substantiation showing name and place of call will be required. (5.3) Such expenditures as laundry and cleaning. haircuts. shoeshines and other items of a similar nature are considered personal expenses and are not reimbursible. Section 6. Interrupted or Indirect Travel. (6.1) Employees who become ill while engaged in travel for the City will immediately notify the City Manager as soon as possible or practicable, (6,2) Employees who, for personal reasons, desire an interruption or deviation from the direct route shall adhere to the following rules: a. The request for leave enroute, if possible, shall be contained in a separate memo attached to the request for travel. b, Per diem expenses shall not exceed those which would have been incurred during uninterrupted travel. All food and lodging during the travel deviation and leave shall be at the expense of the employee. . I I I . Resolution Number ~~,,~ . Section 6. Interrupted or Indirect Travel. (continued) c. The time involved in the leave shall not be considered as City time and shall be utilized as vacation time and/ or previously earned overtime or compensatory time. Section 7. Reports. Expense Reports for Reimbursement. An employee who is authorized official travel shall submit an expense report to the City Manager within ten (10) days after the completion of the travel. Any special unscheduled expenses incurred while on the trip shall be explained in the report. Any special problems or situations incurred while away from the City shall also be contained in the. report. Section 8. (7.1) (8.1) That Resolution No. 2807 is hereby rescinded. PASSED, APPROVED and ADOPTED by the City ~~~~f the City at a regular meeting thereof held on the day of by the following vote: Seal Bel_ch. California. C; , 1981, AYES: NOES: ABSENT: Councilmemb r Councilmember Co unci 1 member J~ ~?"k- Mayor if